Minutes of the Meeting of the Parish Council held on Wednesday 3 April 2013 at Kilham Hall commencing at 7.00 p.m.

IN ATTENDANCE: J Staniforth (Clerk to the Council) and Ward Councillor P Schofield for Item 4

1) APOLOGIES FOR ABSENCE

Apologies had been received from Councillors B Cheetham, M Sidebottom and N Williams

RESOLVED (1)

That the apologies be received and accepted.

2) DECLARATIONS OF OTHER DISCLOSABLE INTERESTS AND DISPENSATION FORMS

Councillor Fussey declared a disclosable other interest in respect of Item 8. No requests for any dispensations for any item had been received.

3) REPORT FROM THE COMMUNITY POLICING TEAM

The Clerk reported that a message had been received that PC Nigel Green was hoping to attend the meeting subject to work commitments and consequently no written report had been received.

RESOLVED (2)

That the Clerk requests a report for the next meeting if the police cannot attend the meeting.

4) REPORT FROM DMBC WARD COUNCILLORS

Councillor Schofield reported that due to the forthcoming Mayoral election very few scheduled meetings were taking place although Cabinet continued to meet on alternate Wednesdays. As the current portfolio holder for Adult Services and Public Health meetings were taking place with Dr Tony Baxter the Director for Public Health to implement DMBC’s responsibility for public health.

Members reported that residents of The Close had expressed concern over large vehicles gaining access to Woodlands Walk via The Close and creating access difficulties for the residents. Councillor Schofield advised that the Assistant Director for Development could be contacted to request access to the development site only via Doncaster Road.

It was confirmed that there was no longer a flexible budget allocation.

RESOLVED (3)

a) That Councillor Schofield is thanked for her attendance and the information provided.

b) That the Clerk contacts DMBC to request that only the Doncaster Road entrance is used as the access to Woodland Walk.

5) MINUTES OF THE MEETING HELD ON 6 MARCH 2013

RESOLVED (4)

That the minutes of the Parish Council Meeting be agreed and signed by the Chairman.

6) CLERK’S REPORT ON ACTION ARISING FROM THE PREVIOUS MEETING

Consideration was given to the report provided by the Clerk relating to actions required from the previous meeting that had been circulated. The Clerk reported that DMBC were to undertake the remedial work following the work to pavements at the Poppyfields development in the next 2-3 weeks. It was noted that some surfaces had been levelled following complaints by residents. The tree surgeon had provided a report following maintenance work stating that there was a surface wound caused by previous work which could lead to damage and that bats may be present, consequently the condition of the tree required monitoring. The Clerk had alerted the DMBC Tree Officer and it was hoped he would be able to visit to provide advice on any further action in the near future. DMBC had not arranged any public meetings regarding Area Plans as a venue was being sought. The alterations to the fork junction at Whiphill Top Lane had been delayed to mid May and the relocation of the plinth would need to be addressed. A response had been received from Inspector Cowling regarding the use of the speed gun.

RESOLVED (5)

a) That a site meeting be arranged regarding the relocation of the village plinth when work commences.

b) That all other information be received and duly noted.

7) TO CONSIDER ANY ISSUES RAISED BY THE PUBLIC

There were no items to consider as no members of the public were in attendance.

8) KILHAM HALL MANAGEMENT COMMITTEE REPORT

Councillor Fussey reported that the bank balance was £14,580 with an amount of income to be added. Arrangements for the Fun Day were progressing well with approximately 56 stalls hired to date and additional children’s rides being sought.

RESOLVED (6)

That the information be received and duly noted.

9) REPAIRS TO THE KLARGESTER UNIT

Consideration was given to the quotations received from S Mosby, White Rose Installations and GNE Contractors and information received from the Environment Agency Officer who had offered to undertake a site visit. Discussion took place on the issue and costs involved in seeking to rectify the problem and whether a longer term solution would be for the hall to be linked to the main drainage system.

RESOLVED (7)

a) That arrangements are made for the Environment Agency to undertake a Site visit after 15 April 2013.

b) That Severn Trent Water Authority is contacted to ascertain the procedure and cost of creating main drainage to the Community Hall building.

10) RECREATION GROUND/GARDEN ISSUES

a) Request to use Recreation Ground for Fitness Activities on Saturday Mornings

The Clerk reported the receipt of a request for the hire of the recreation ground between 7.30 – 8.30 am on Saturday mornings.

b) Purchase of Picnic Tables

Details of the picnic tables that had agreed to be purchased in principle in the previous year during the 2013/14 financial year were circulated. Delivery and storage arrangements were outlined.

c) Commencement of Grass Cutting

Consideration was given to the date grass cutting of the recreation ground should commence.

RESOLVED (8)

a) That the request to hire the recreation ground be declined as it may lead to complaints from residents and may impact on the use of the field by Branton Junior Football Club.

b) That the purchase of three picnic tables be confirmed at a cost of £349.99 + fixing kits at £19.99 each + deliver of £4.95.

c) That Veolia Services be advised that grass cutting should commence as felt appropriate.

Councillor Woodcock had provided details of the Section 106 Agreement which denoted that an amount of approximately £46k would be provided when 32 dwellings had been constructed and a further similar amount when 57 dwellings had been constructed. The Agreement provided for improvement to access Open Spaces which could include a zebra crossing but there was no written confirmation that the crossing would be provided.

b) Provision of Raised Grass Verges to Deter the Parking of Vehicles

DMBC had quoted £153 +vat for providing signage requesting no parking and had not responded to the request for the raising of the grass verges.

RESOLVED (9)

a) That the details of the Section 106 Agreement for the woodlands Walk development be received and duly noted.

b) That the purchase of signs to deter parking on the grass verges be deferred.

12) PLANNING MATTERS

Consideration was given to the following applications:

13/00361/TPO

46 Oak Tree Road

Consent to fell 1 Sycamore Tree subject to TPO No 182

No Comments

13/00650/EXT

Rear 26-28 Warning Tongue Lane

Erection of detached dwelling previously agree on 18 June 2010

No Comments

It was noted that applications for Jubilee Cottage and 25 Warnington Drive had been granted.

RESOLVED (10)

That no comments or objections be submitted in respect of the two applications considered and details of decisions reached since the last meeting are noted.

13) DATE OF 2013 CAROL SINGING EVENT

Councillor Sidebottom had now discussed the matter with the school who at this stage had indicated no preference for 11 or 18 December but the date for the school choir to attend an event in Sheffield would not be known until September 2013.

RESOLVED (11

a)That the date be deferred until the autumn pending the school informing the parish council if either date was preferable and that the organist is informed of this.

b) That the Clerk informs Mr Littlewood of the timescale for finalising the date of the 2013 carol singing.

14) FINAL BUDGET MONITORING REPORT AND FIDELITY GUARANTEE

Consideration was given to the final budget monitoring statement that had been enclosed with the agenda and that the bank balance at the end of the financial year was £31,089.31 which with the receipt of the first half year precept was well below the current £100k fidelity guarantee provided by the insurance. The Clerk explained that expenditure on salaries was less than the budget due to the handyman working less hours due to the inclement weather. All other areas were broadly in line with budget headings other than for repairs and maintenance to the community hall and pavilion which had exceeded provision but had been funded from under spending in other areas.

Spending on other maintenance due to the resurfacing of the play area had been reflected.

RESOLVED (12

That the report and the review of the fidelity guarantee be received and duly noted.

15) ASSET REGISTER AS AT 31 MARCH 2013

Consideration was given to the updated Asset Register which had remained unchanged from the previous year other than changes to the insurance cover being reflected. In future following advice from the External Auditor only individual items that were covered by insurance would be included on the Asset Register.

RESOLVED (13)

That the Asset Register be approved.

16) YLCA SOUTH YORKSHIRE BRANCH NOMINATION PAPER 2013

Parish Councils were invited to submit nominations for the position of Branch Chairman, Vice-Chairman and representatives for the Joint Executive Committee.

(Bawtry TC) be nominated as Chairman, Vice-Chairman and a member of the Joint Executive Committee respectively.

17) WEBSITE ISSUES

Confirmation in writing had now been received from the Department for Local Government and Communities that there was no requirement to name or identify any interest of a spouse separately to that of a member as any interest of a spouse was an interest of a member.

RESOLVED (15)

That the revised format of the Members Interest Form be implemented as soon as practicably possible.

18) REPORTS FROM MEETINGS ATTENDED

a) Environment Agency re Land Spreading Activity

It was reported that the EA had stated that with regard to the land spreading activity this was largely self regulating as records of all activities were required to be kept and in the event of any transgression warning letters could be issued. Any matter relating to the highway needed to be addressed by the Highway Authority.

b) Airport Environmental and Noise Monitoring Committee

Councillor Worthington reported that disaster training had taken place and no complaints had been received from residents within the parish in respect of aircraft noise . The minutes of the meeting were available on request.

RESOLVED (16)

That the information be received and duly noted.

19) AUTHORISATION OF BANK PAYMENTS

Consideration was given to the schedule of payments for signature.

RESOLVED (17)

a) That the following payment made be duly authorised:

D/12/90

Clerk

March 2013 Salary

£504.36

D/12/91

Clerk

Postage and Printer Ink

£20.05

D/12/92

Arrow Publications

March Newsletter

£114.00

D/12/93

Need a Hand Limited

Repair to Notice Board

£65.00

D/12/94

WTE Ltd

Report on Repairs to Klargester Unit

£240.00

D/12/95

DMBC

Replacement of Playground Platforms

£368.40

D/12/96

A Parkin- Coates

Emptying Klargester unit for inspection

£100.00

D/12/97

Mark Bell Trees

Tree maintenance at Kilham Lane/Donc Road

£300.00

D/1/98

Handyman

4th Quarter Salary

£449.71

D/12/99

HMRC

4th Quarter Return

£471.87

20) ITEMS OF CORRESPONDENCE

Correspondence denoted on the agenda was duly considered. It was noted that DMBC had confirmed that 100% relief had again been applied to the business rates.

RESOLVED (18)

That the items of correspondence be received and duly noted.

21) DATE AND TIME OF NEXT MEETING

RESOLVED (19)

That the next meeting (Annual Parish Council) be held on Wednesday 1 May 2013 commencing at 7.00 pm at Kilham Hall.